Executive Assistant

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Executive Assistant

We are seeking a creative, highly organized event planner executive assistant to help us execute unforgettable events that generate brand awareness, build business relationships, and boost employee morale which should also include managing calendars, making travel arrangements and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance. You will be responsible for conceptualizing ideas for the events, creating and enforcing budgets, liaising with suppliers, communicating with clients, and ultimately ensuring that each event is flawlessly executed and can manage the daily details and use big picture thinking to ensure truly unique experiences. The ideal candidate is passionate, creative, detail-oriented, and dedicated to providing superb client service at every turn.

As an event planner executive assistant, you should be an expert multitasker with impeccable attention to detail. The best person for this role will have an extraordinary ability to foresee risks and anticipate needs so that attendees are impressed and satisfied by the time each event ends. This role demands an expert in all aspects of venue scouting, equipment logistics, room setup, and best practices. As an event planner executive assistant, you should have experience working in an office environment, performing administrative duties, and providing support to managers. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Objectives of this role:

• Remain current (or ahead of the curve) with trends in event planning, design, and production, and proactively identify and solve operational challenges.
• Comply with legal, insurance, health, and safety regulations.
• Maintain professionalism and strict confidentiality with all materials.
• Plan and orchestrate work to ensure that senior executives’ priorities are met, organizational goals are achieved, and best practices are upheld.
• Maintain and refine internal processes that support high-ranking executives companywide, and coordinate internal and external resources to expedite workflows

Responsibilities:

• Identifying clients' requirements and expectations for each event.
• Brainstorming and implementing event concepts and themes.
• Preparing event budgets and processing invoices.
• Organizing suppliers, caterers, staff, and entertainment.
• Developing post-event reports on the effectiveness of each event.
• Coordinate with internal staff, clients, and vendors to establish the requirements for an event, and serve as liaison to senior executives, government officials, and industry leaders throughout the planning process
• Locate resources, visit sites, and lead pre-event meetings to help staff make decisions about event design
• Plan and facilitate logistics for all events, including contract negotiations, guest lists, venue preparation, presentation materials, security, catering, entertainment, transportation, equipment, decor, and marketing materials
• Oversee client experiences from conception through post-event review; manage on-site preparations, production, and event breakdown; and ensure consistent, high-level service throughout all phases
• Build and maintain a comprehensive database of industry contacts, vendors, and venues
• Troubleshoot any issues that arise on event day
• Manage scheduling for company executive(s)
• Draft, review and send communications on behalf of company executive(s)
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Answer and respond to phone calls, communicate messages and information to the executive
• Prioritize emails and respond when necessary

Requirements:

• Experience in project management with a track record of successful events.
• Excellent organizational skills with the ability to multitask under pressure.
• Strong communication and interpersonal skills.
• Creative, out-of-the-box thinking.
• Ability to lead a team and delegate tasks effectively.
• Meticulous attention to detail.
• Financial savvy, with the ability to adhere to plan budgets and process invoices.
• Ability to handle pressure and make good decisions quickly
• Excellent MS Office knowledge
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

Preferred skills and qualifications:

• Proficient with EMS or Cvent event management software.
• Flexibility for domestic or international travel, as needed.

About Our Company

Wise Foundation is committed to holistic prosperity. While Wise Foundation focuses on empowering underserved communities and addressing diverse needs, Wise Foundation emphasizes community empowerment and holistic well-being, while providing comprehensive wealth support, ensuring prosperity for all.

We are seeking assistance in organizing events and programs that align with our mission. Our focus on community empowerment and holistic prosperity offers opportunities for career growth with a meaningful cause. If you are passionate about making a difference and seeking a role that combines event planning and executive assistance, we invite you to join our team.